planning and managing sports event

1. Planning & Managing
Sports Event

2. • Planning
• Logistics
• Promotion and Spreading
Awareness
• Budget and Financials
• Execution of the Actual Event
2 / Special Olympics

3. Planning
•Discuss the aims and objectives of the
event
•Strong collaborative team formation
•Responsibility allocation based on the
person’s past & current professional
knowledge and experience

5. •Competitive Competition
•Date / Facilities
•Organising Committee
•Invitations
•Entry Forms / Registration / Timetable
•Volunteers
Planning

6. •Games Director
•Secretary
•Treasurer
•How Many Athletes & Sports Can Be
Managed
•Facility Availability And Limitations
Planning

8. Logistics
•Getting official clearances if dealing
with Govt. officials
•Booking venue
(event/accommodation)
•Food and drink requirement
•Medical team to be organized

9. Logistics
•Safety and first-aid
•Crowd management
•Setting up & clearing team
•Volunteer care & management

10. Promotion and Spreading Awareness
•Donors/sponsors in cash and kind
•Creating awareness via media/social
blogs/websites
•Photography

11. Promotion and Spreading Awareness
•Printing brochures / flyers & word to mouth
publicity
•Making gifts/souvenir depicting the event to give
away to important delegates
•Public participation as volunteers and spectators

12. Budget and Financials
• Every event needs to have a pre-set budget
duly approved by and set aside by the core
team at the beginning of each financial year
• Accounts in charge needs to be in sync with
marketing team/planning team to advise if
expenses are kept well within the targeted
budget
• Settling of accounts post/pre event is very
crucial & a key success to any event
• Financial Resources

13. Execution of the Actual Event
•Ceremonies - Opening/Award/Closing
•Trained officials enforcing the official
sports rules
•Award Ceremony decorum to be
followed
•Recognition for all athletes
•Celebrities and honoured guest
involvement

14. Opening Ceremony
• Welcome to athletes, coaches, guests
• March pass of athletes
• Lighting the Olympic flame
• Oath
• Declaring the event open
• Entertainment
• Involve the athlete as much as
possible

15. Award Ceremony
•Aim – to make the athletes feel
important for their contribution
towards victory, highlight their
achievements by giving them
awards.

16. Closing Ceremony
•March Past of teams
•Lowering of flags
•Extinguishing of the flame
•Event declared closed

17. Post-Event
•Media reports to be released
•Thank-you notes
•De-brief
•Settling of all accounts
•Final Report submission

18. Poor Planning / No Plan B
in place leads to
DISASTER

19. Recap of Planning & Managing an Event
• Planning
• Logistics to be organized
• Promotions & spreading awareness
• Budget & raising funds
• Execution of the event
• Post-event concluding flow

20. Any